EPRR Training Administrator

Job summary

This is an excellent opportunity within a professional training administration unit, in EPRR (Emergency Preparedness, Resilience and Response) Training. As an EO EPRR Training Administrator, you will provide essential operational support ensuring smooth delivery of accredited training programmes across the UK health system.

Working under the supervision of HEO Training Officers and SEO Training Managers, you will handle the day-to-day administrative tasks that keeps the function running efficiently. This includes processing applications and enrolments, maintaining learner records, coordinating communications, and providing responsive customer service to delegates.

The role offers structured development opportunities with clear progression pathways to HEO level. You will gain experience in Learning Management Systems, professional training administration, and working within quality-assured educational environments.

You will need strong organisational skills, attention to detail, and professional communication abilities. The role requires confidence using digital systems, particularly Microsoft Office 365 and databases, along with the ability to manage multiple tasks and meet deadlines in a busy team environment.

The position is primarily office-based with hybrid working options available. Travel to NHS England or UKHSA sites or other external training venues will be required to support programme delivery or meetings.

Working for your organisation

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information -https://gov.uk/ukhsa/careers

Job description

Key Responsibilities

Application & Enrolment Processing

• Process training applications received through various channels, verifying completeness and forwarding to HEO Training Officers for approval
• Input enrolment data into the Learning Management System (LMS) accurately, ensuring all mandatory fields are completed
• Create learner accounts and access credentials, distributing login information securely
• Maintain waiting lists and expression of interest (EOI) registers, updating status as places become available
• Track enrolment progress from application through to course completion, flagging any issues or delays

Learner Services & Communications

• Respond to learner queries via email and telephone within one working day, providing accurate information about programmes, schedules, and requirements
• Send joining instructions, pre-course materials, and programme information to delegates in advance of training
• Distribute evaluation forms following course delivery and send automated reminders to non non-respondents
• Issue certificates of completion and attendance records to learners meeting programme requirements
• Follow up on outstanding actions including incomplete evaluations, missing documentation, or payment queries

Data Management & Record Keeping

• Input attendance data into LMS promptly following course delivery, marking latecomers and absences accurately
• Maintain learner records including registration forms, attendance registers, assessment records, and feedback
• Update training calendars and schedules as changes occur, ensuring accuracy across all platforms
• File documentation systematically in shared drives and Teams channels, following established naming conventions
• Extract basic data reports from LMS as requested by HEO Training Officers (e.g., attendance lists, completion rates)

Operational Support

• Monitor shared training inboxes, triaging queries and responding to routine matters or forwarding to appropriate team members
• Print and post materials including course handbooks, certificates, and delegate packs as required
• Maintain brand-appropriate templates and materials including UKHSA logos, colour codes (HEX), and high-resolution images
• Take notes and maintain agendas for team meetings using Microsoft Teams, distributing records promptly
• Ensure resources and information are readily accessible in Microsoft Teams channels, updating regularly
• Support team resilience by providing cover for colleagues during absences and peak demand periods; this includes being redeployed to other teams in EPRR and redeployed to incidents requiring additional support in a role that may be different to the day-to-day

Financial Administration Support

• Track training-related payments and invoices, maintaining accurate spreadsheets under HEO guidance
• Process basic financial transactions following UKHSA procedures, escalating queries appropriately
• Maintain records of venue bookings, travel costs, and other training expenditure
• Support financial monitoring by collating data for HEO Training Officers' monthly reports

Main Duties

• Process training applications and enrolments accurately and efficiently, inputting data into the Learning Management System, creating learner accounts, and maintaining up-to-date records across attendance, completion, and certification
• Provide responsive learner services by responding to delegate queries via email and phone, sending joining instructions and programme information, distributing evaluation forms, and following up on outstanding actions within agreed timescales
• Support training operations through monitoring shared inboxes, printing and posting materials as required, maintaining brand-appropriate templates and resources, taking notes in team meetings, and ensuring information is readily available in Microsoft Teams
• Maintain accurate documentation and records including learner files, attendance registers, evaluation responses, and certification records, ensuring all data meets quality standards and is audit-ready
• Support financial administration by tracking payments, processing invoices, and maintaining records of training-related expenditure under guidance from HEO Training Officers

Please note this list is not exhaustive.

Person specification

Essential role criteria:

• Strong administrative or customer service experience in professional environments
• Excellent organisational skills with proven ability to manage multiple tasks and meet deadlines
• High attention to detail and accuracy when processing data and maintaining records and confident IT skills including Microsoft Office (Word, Excel, Outlook, Teams)
• Professional written and verbal communication skills for liaising with learners and colleagues
• Ability to work effectively both independently and as part of a team
• Positive, proactive approach to problem-solving and customer service and willingness to learn new systems and processes quickly

Desirable role criteria:

• Experience working in training, education, or learning and development environments
• Familiarity with Learning Management Systems or student record systems
• Experience with database management or data entry roles
• Understanding of quality assurance or audit requirements in educational settings

Benefits

Alongside your salary of £28,547, UK Health Security Agency contributes £8,270 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles and will assess your Experience, Behaviours and Technical Skills.

Stage 1: Application & Sift

Success Profiles - GOV.UK

You will be required to complete an application form. You will be assessed on the below listed 6 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• Up to 250 words for each of the Success Profile Behaviours and essential criteria below:

Please ensure that you have addressed the questions stated below within each statement. Please identify each paragraph with the behaviour and criteria being addressed.

Behaviour - Communicating and Influencing (lead behaviour)
Essential Criteria:

• Professional written and verbal communication skills for liaising with learners and colleagues
• Strong administrative or customer service experience in professional environments

Question - Give an example of a time when you had to communicate clearly and professionally with a range of people whether customers, colleagues or both. How did you adapt your approach and what was the outcome?

Behaviour - Managing a Quality Service

Essential Criteria:

• High attention to detail and accuracy when processing data and maintaining records and confident IT skills including Microsoft Office (Word, Excel, Outlook, Teams)
• Positive, proactive approach to problem-solving and customer service and willingness to learn new systems and processes quickly

Question - Describe a time when you were responsible for maintaining accurate records or managing an administrative process where quality and attention to detail were important. What did you do to ensure standards were met, and how did you handle it when something went wrong or needed to be corrected?

Behaviour - Delivering at Pace

Essential Criteria:

• Excellent organisational skills with proven ability to manage multiple tasks and meet deadlines
• Ability to work effectively both independently and as part of a team

Question - Tell us about a time when you had to manage several competing tasks or deadlines at the same time. How did you prioritise your workload, and what did you do to make sure everything was completed accurately and on time?

You will receive a joint score for your application form and statement. (Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV).

Healthjobs UK has a word limit of 1500, but your individual statements must be no more than 750 words in total (250 per statement). Please do not exceed 750 words.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

1. Meets all essential criteria

1. Meets some essential criteria

1. Meets no essential criteria

If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting: : In the event of a large number of applications we will conduct an initial sift, on:
Behaviour: Communicating and Influencing
Related Essential Criteria:
o Professional written and verbal communication skills for liaising with learners and colleagues
o Strong administrative or customer service experience in professional environments

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.

If you are successful at this stage, you will progress to interview & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview

Success Profiles - GOV.UK

You will be invited to a remote interview via MS Teams.

Behaviours and Technical Skills will be tested at the interview stage.

The Behaviours tested during the interview stage will be:

• Communicating and Influencing (lead behaviour)
• Managing a Quality Service
• Delivering at Pace

Technical Skills will be assessed remotely, via a simulated in-tray task which will take no longer than 15 minutes to complete. The task will be provided to you either ahead of, or after your MS Teams interview. It will need to be completed in your own time and a deadline to provide your response will be confirmed to you.

The in-tray task will be a simulated inbox management task. No preparation is required. Technical support will be available, and clarity on specific pieces of knowledge, where required, will be provided if essential to understand the question at the time.

Interview dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Additional Information

Location

This role is being offered as hybrid working based at any of our Core HQ’s (London, Leeds, Liverpool or Birmingham). The role can also be worked out of our Scientific Campus in Porton.

Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC)

We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at our campus or hub.

If you are based at our scientific campus in Porton, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed. Successful candidates must meet the security requirements before they can be appointed. The level of security needed if based out of one of our Core HQ is Baseline Personnel Security Standard and Counter-Terrorist Check if based out of Porton.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Salary Information

If you are successful at interview and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Please be aware that the salary is based on the office location.

Executive Officer (EO)

• £28,547- £33,196 (National)
• £32,624- £37,737 (Inner London)

Reserve List

If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.

Incident Response Activity

From time to time, the role holder may be required to support UKHSA’s incident response activity by contributing their appropriate expertise within an Incident Cell; during such periods, supported by the line manager, this work will take priority over normal day-to-day responsibilities, commensurate with their grade, skills and experience.

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot

commence until satisfactory documentation has been received and verified. If you are not currently a civil servant, you will take up the post on a Fixed Term Appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant based outside of UKHSA, you will take up the post as a loan, which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per UKHSA’s pay policy.

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow,Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centreinvestment to boost pandemic protection - GOV.UK. The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to therecruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Tom Geldeard
• Email : tom.geldeard@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the recruitment Principles, and you wish to make a complaint, in the first instance, you should contact the UKHSA Complaints team via email at: Complaints@ukhsa.gov.uk

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Visit the Civil Service Commission website for further information: https://civilservicecommission.independent.gov.uk